Advantages of using the e-bulk service

faster results - the e-bulk service reduces the average processing time for DBS checks

fewer forms to complete - customers can integrate the DBS data requirements into their own recruitment processes and application form

cost savings on stationery and staff resources

improved customer satisfaction

It is up to the RB to decide how they will capture the application information from applicants and transfer it to their centralised system. The e-bulk process only determines how the information is transferred from the RB to the DBS.

Registering to use e-bulk

An organisation can apply to become a registered body (RB) and use the service if it:

submits more than 1,500 applications in any rolling 12-month period in the last 18 months

has a payment on account facility with the DBS

has authorisation from the lead countersignatory

is willing to develop or already has sufficient IT infrastructure to be able to send applications electronically to the DBS

Countersigning electronic applications

A countersignatory number must be provided within each e-bulk application to indicate which countersignatory has validated the application.

Provision of the countersignatory number conveys acceptance by the respective countersignatory, and equates to the declaration on the existing paper DBS application form.

For this reason, the DBS requires that safeguards are in place to ensure that only the countersignatory can apply their number to applications, prior to their submission over the e-bulk interface.

If an individual countersignatory is suspended from submitting DBS check applications the same will apply to their e-bulk status. Any e-bulk applications made by a suspended countersignatory will automatically fail business validation rules and the e-applications will not be accepted.

Verifying applicants’ signatures

It may be necessary for RBs to provide evidence to DBS for prosecution and possible use in a court of law. Where paper application forms and written signatures continue to be used, these will be required by DBS on request, for this purpose. Where an electronic system has replaced the use of paper forms and written signatures, RBs will be required to provide a statement, corroborated by evidence and an audit trail. This will state that on a given date, the applicant:

represented his/her identity to be true

gave a declaration about the information he/she provided

gave consent for the application

corroborated his/her identity to be true via documentation

Electronic systems must therefore provide an electronic equivalent to a signature. This may be via a tick box to demonstrate the applicant gave their declaration and consent on a particular date and time. For this to be valid, the system would have first authenticated the applicant eg by use of user name and password.

The RB must be able to demonstrate that the applicant had been informed not to disclose these details to any other third party. In the case that the applicant has declared a representative then a full audit trail of consent must be made available if requested by DBS. The tick box must default to ‘not ticked’ and require a positive action on the part of the applicant to tick it.

The RB must also provide an electronic signature to confirm that they have performed an identity check, which must also be date and time stamped. Whether using paper or electronic systems, these details must be retained for a period of at least 6 months.

The RB can request a signature from the applicant as part of their recruitment process.

Checking applicants’ ID and identification documents

The applicant must give their employer original documents proving their identity. The documents required will depend on the route the application takes.

Submitting applications

When an application is submitted, an acknowledgment will be sent within 2 working days (95% are sent within 24 hours). This includes a reference number to enable tracking.

Once an acknowledgement has been sent, the application process has commenced and a new application would be required should there be any changes to application details.

The e-bulk service does not accept Welsh applications.

Submitting paper forms after registering for the e-bulk service

An RB can submit paper forms as well as electronic applications. Paper forms only generate paper certificates which are issued to the applicant only, not electronic responses.

If an RB decides to revert to submitting paper applications only, it should inform DBS so necessary administrative changes can be made.

Using an e-broker

An e-broker offers their e-bulk platform for use by other RBs that would otherwise be required to design and build their own e-bulk interface. Organisations who are considering using an e-broker must still meet all the conditions of registering for e-bulk.

E-brokers have provided assurances, above and beyond those already given for e-bulk, that their IT platform and associated procedures are secure and fit for purpose.

Approved e-brokers

The following organisations are approved e-brokers. If your RB wishes to use such a service, email the relevant contact person:

Non technical documents

There are a number of non technical documents for e-bulk which inform organisations of their business roles and responsibilities within the e-bulk service. It also includes business process diagrams and information.

Technical documents

Third-party supplier management

This is the process by which the DBS and the registered body manage third- party suppliers, particularly in relation to the management and security of the delivery of DBS electronic application data
If a registered bodies third party data processor/supplier has access to DBS electronic application data whether on an ad hoc or continual basis once, then the processor/supplier must be approved by the DBS before it is allowed to access this data.

The third- party data processor/supplier will need to complete a pre-qualification questionnaire (PQQ) to allow DBS to assess its suitability to access electronic application data.

If approved, the third- party data processor/supplier will be asked to sign a contract with the DBS that sets out its obligations when accessing DBS data.